Arts and Science Online Course Resources
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Please note that as of January 1st 2021, Zoom licenses are available to all Queen's employees. 

Instructor and TA Guidelines

Please review the best practices listed below in advance of your Zoom session(s) to help foster a positive and successful user experience for both the teaching team and your students. Following the procedures listed here will help ensure no further action is required prior to your meeting. If you find that you need further support, or require any changes to the scheduled meeting, please email asozoom@queensu.ca with your request as soon as possible. 

Although it is possible to host your own meeting in Zoom, it is highly recommended that any course-related meetings be booked through Arts and Science Online. This will ensure that support is available if needed, that no restrictions are placed on the length of your meeting and your meeting is recorded to a central location.

What is Zoom?

 Zoom is a new conferencing tool adopted by ASO starting in the Summer 2018 semester. Advantages of Zoom VS previous conferencing tools include:

  • an intuitive simple interface
  • Platform and browser-independent; meetings can be joined via computers and mobile devices on wired and wireless connections
  • Automatic cloud recording with transcript generation
Tech Support and Booking Zoom Training
  • If your Zoom session uses advanced features such as polling or breakout rooms, or if you are simply not comfortable using the software, tech support can be provided (optional).  
  • Please indicate on the Zoom Meeting Request Form Tech support will open the meeting and be available for the entire duration of your session.   
  • If you or any member of the teaching team would like Zoom training, please indicate so when filling out the Zoom Meeting Request Form and a member of the ASO Zoom Team will be in touch with you to arrange a training session.  
Getting Started with Zoom
 Activating Your Zoom Account
  • Begin by visiting: https://queensu.zoom.us.  
  • When you reach the webpage, log in using your NetID@queensu.ca and password (remember to use your Queen’s NetID and not a preferred email address if you have one).  
  • You should now be able to access your personal Zoom account.  
  • To access your meeting, sign into your course through onQ and navigate to your Zoom meetings page, and click on the link of the meeting you wish to access.   
 Accessing Your Zoom Meeting 
  • If you plan to have a member of your teaching team host a session, they will need to be added as an alternative host. Please indicate this in the Zoom Meeting Request Form. If you have already submitted the form, please contact asozoom@queenus.ca to let us know that additional alternative hosts need to be added and include their email address in the message.  
  • If you have not yet booked your meeting, begin by filling out the Zoom Meeting Request Form  
  • Previous to your meeting taking place, please visit https://queensu.zoom.us to make sure you have activated your Zoom account.  
  • You can access your Zoom meeting by the provided link, or meeting ID.   
  • The link can be found in the Zoom section of your course in onQ and will automatically start the meeting when you click on it (provided you have set up your Zoom account in the previous steps).  
  • When you click on the Zoom meeting link, you will be prompted to open the meeting where you will be redirected to a webpage. If you have the Zoom desktop application it will automatically open, and you can begin your meeting.  
 Additional Resources

Training will cover the necessary components required to run your meeting. If you would like to know more about using Zoom, please see the Zoom Getting Started page. Additional training can also be booked on the Zoom Live Training page.

When Recording Ensure the Following:  
  • All Zoom meetings are set to record to the Queen’s Streaming Server by default, if you would prefer that the meeting not be recorded, please indicate this information in the Zoom Meeting Request Form.   
  • You are familiar with the platform being used, including how to enable security and privacy safeguards. See the FAQs on Recordings Online Classes and Meetings for details on privacy settings.  
  • You ensure that the platform settings prevent recording on the platform by anyone other than yourself.  
  • You notify participants BEFORE beginning to record followed by a statement about recording the session after the recording has begun, to document the announcement.  
  • Only consenting participants (e.g., students, guest speakers, TAs) who have elected to take part in the class, tutorial, or meeting are captured in the recording.  
  • Your work area is “clean” so that nothing personal, private, or copyrighted (e.g., pictures, artwork, etc.) is visible and subject to inadvertent recording.  
 Posting of Zoom Recordings in onQ 
  • If you plan to have your Zoom meeting recordings posted to onQ please indicate this in the Zoom Meeting Request Form.  
  • A link to the session recording can be found on your Zoom session page in onQ.  
  • Recordings will be edited and posted within 24 hours of the meeting date. If your meeting falls on a Friday or weekend it will posted on the following Monday. <